(A) Application
1. What types of projects will the Funding Scheme for Public Engagement Projects support?
Through the Built Heritage Conservation Fund (BHCF), the Government offers funding for public education, community involvement and publicity projects with a view to –
All projects supported under the BHCF should target at enhancing the heritage awareness and knowledge of the participants, mobilising action and inducing behavioural changes to conserve built heritage, with positive impact on the heritage conservation and measurable and tangible outcomes against the objectives set for the projects. Projects should identify effective, and where possible, innovative, means to achieve the objectives.
2. Who is eligible to apply for the Funding Scheme for Public Engagement Projects?
Eligible applicant must be a local non-profit-making organisation (e.g. non-government organisation, post-secondary education institution, community organisation or professional institution) having legal capacity to enter into contract and has involved in conservation of built heritage, excluding operators of projects under the Revitalising Historic Buildings Through Partnership Scheme that are currently receiving the Government’s one-off grant to meet the starting costs and operating deficits (if any) for the first two years of operation on the date of application for this Funding Scheme. Applicant shall refer to paragraph 5 of the Guide to Application to submit the relevant supporting documents.
3. Who is eligible to be the Person-in-Charge of the project?
The Person-in-Charge of the project (PIC) shall be one of the principal persons-in-charge, directors, office-bearer or board members as shown in the documentary proof provided by the applicant or any other individual as accepted by the Secretariat. The PIC shall have the authority to sign the funding agreement on behalf of the applicant, be accountable for the project’s implementation, and be responsible for endorsing project submissions. In the event that the application is approved, the PIC will become the representative of the applicant.
4. Who is eligible to be the Project Leader?
The Project Leader must be a key member or employee of the applicant. S/he will serve as the project representative and act as the key person to carry out the project in accordance with the terms and conditions of the funding agreement. The Project Leader will also act as the primary point of contact of the applicant throughout the application process and during the project’s operation and will be responsible for addressing comments and enquiries from the Secretariat. The curriculum vitae (at most 1 page) of the Project Leader shall also be submitted together with the application.
5. Can an eligible applicant submit more than one application simultaneously?
No, each eligible applicant can submit only one application and each application must be submitted by a single organisation, which serves as the sole contact point and is responsible for the proposed project. However, the applicant is allowed to collaborate with other assisting, supporting or sponsoring bodies to implement the proposed project.
6. Can an applicant select a theme that is not one of the priority project themes?
Yes, the applicant can submit an application with a theme apart from the priority project themes. The applicant should specify under “Other Theme” in Part 5 of the Application Form the relevance of the proposed project theme in relation to each of the three objectives of the Funding Scheme. However, no score will be given to a proposal that falls outside the scope of the priority project themes in Part (a)(i) of the assessment criteria as set out in paragraph 37 of the Guide to Application.
7. What is the funding limit and duration of the Public Engagement Project?
The maximum amount of funding to be granted is HK$2 million for each project. The duration of each project shall last for no less than 12 months and no more than 24 months counting from the date of signing a funding agreement with the Government.
8. Are there specific requirements regarding the details of the public engagement activities?
There is no standard format for the activities. However, applicants are encouraged to design an appropriate mix of public engagement activities, including small group workshops, guided tours and site visits that ensure quality interaction between instructors and participants; online activities (such as lectures, workshops, forums and guided tours); and/or adopting a hybrid mode (i.e. to allow participants to attend either in person or online) to accommodate a larger audience and enhance participation, regardless of location, age or physical ability.
Additionally, applicants are encouraged to include a detailed proposal outlining how young people will be actively engaged in the planning and implementation of the proposed activities in the applications.
Examples are provided in Appendix II of the Guide to Application for the applicant’s reference when completing the relevant sections of the Application Form. Proposals that include a solid plan for engagement would be considered in accordance with the relevant assessment criteria, as set out in clause 374 of the Guide to Application.
9. How do applicants determine the amounts of each instalment for disbursement under the Proposed Schedule of Disbursement in the Application Form (Appendix III)?
The amount of initial payment and the final disbursement are fixed at 20% and 10% of the approved grant respectively. The remaining amount of the approved grant would be disbursed by instalments upon the acceptance of each half-yearly progress report together with the annual audited statement of accounts. The applicant should propose and specify the percentage (should not exceed 35% of total funds applied for) and amounts to be disbursed at each instalment in the application form. This proposal will then be reviewed and agreed by the Advisory Committee on Built Heritage Conservation (ACBHC).
For example, for a project with duration of 18 months, the approved funds will be disbursed in five instalments:
(B) Assessment and Processing of Application
10. What are the assessment procedures of the Funding Scheme for Public Engagement Projects?
All eligible applications will be assessed by the ACBHC, which will give recommendations on the allocation of funds under BHCF for approval by the Secretary for Development.
Besides, the Secretariat would check with other Government bureaux and departments to verify if the applicant is receiving or has received any financial support for the proposed project under any other funding schemes. Unless otherwise approved by the Secretariat, the applicant shall not receive any other funding for the same project funded under this Funding Scheme. Depending on the arrangement of other funding sources obtained by the applicant, the Secretariat reserves the right to stop processing the application or the Government may adjust the amount of grant. In addition, the Secretariat will also consult relevant Government bureaux and departments for advice on the applicant’s track record on implementing other Government funded projects and report to the ACBHC for consideration when necessary.
11. What criteria are used to assess the applications?
The assessment criteria with respective weighting are specified under clause 37 of the Guide to Application. The assessment areas include (a) Objectives and Project Theme, (b) Project Outcome, Impact and Sustainability, (c) Creativity, Innovation and Publicity, (d) Project Management, and (e) Budgetary Management.
12. When can the Grantee commence the activities?
The Secretariat will notify the successful applicant of the results of the application through a letter of Approval-in-Principle (AIP Letter) together with a funding agreement. Upon receiving the AIP Letter, the successful applicant shall enter into a funding agreement within fourteen (14) working days to confirm, amongst others, compliance with all the terms and conditions laid down in the funding agreement.
Grantee should commence and carry out the project within three months from the date of signing of the funding agreement.
(C) Administration and Monitoring of Projects
13. Is the Grantee required to submit any reports or documents to the Government during the project’s implementation?
Grantee is required to submit the following reports and documents to the Secretariat during the project operation as appropriate:
(a) Project Schedule(s);
(b) Half-yearly progress report(s);
(c) Project evaluation report; and
(d) Annual and/or final audited statement of accounts
The above-mentioned audited statement of accounts shall include but not limited to an Auditor’s report on the project to the Grantee, an Income and Expenditure Accounts, and Notes to the Accounts. The statement of accounts shall be audited and duly signed by certified public accountants (practising) within the meaning of section 2 of the Professional Accountants Ordinance (Cap. 50). This requirement is not applicable to Grantees which are post-secondary education institutions provided that the accounts are certified by their respective finance offices.
14. Can the applicant include funds from other sources in the proposed project?
The applicants should provide details in item 8 of the Application Form if they are seeking sponsorship. The Government would access whether other sources of funding or sponsorship would constitute any conflict of interest and whether they might cause any potential liability or damage to the image of the Government, the ACBHC, the BHCF and its Secretariat.
After the application is approved, the Grantee shall not apply for or accept any donation or financial assistance from other sources for the same expenditure of the project funded by the BHCF as specified in the List of Approved Expenditure Items in the approved project proposal. If the Grantee would like to seek additional funding/sponsorship to top up items that are fully or partly funded by the BHCF or to introduce new items not covered by the BHCF after the application is approved, the Grantee should seek Government approval.
15. Is it possible for the Grantee to change the budget during the project’s implementation?
Except for expenditures for supporting staff, audit services and contingency items, the Government may accept an application to increase the approved amount of an individual item by up to 20%, provided that the total amount to be paid will not exceed the total amount approved for the project.